Port AgentsRole and Functions

a) Whatever a person can do personally, he can do through an agent.

The rule is of course subject to certain exceptions, like acts of
marriage, which are personal in character.
b) He who does an act through another does it by himself (qui facit alium
facit per se). In other words, subject to certain conditions, the acts of
an agent are the act of the principal.
Port Agents (also Steamer Agents)
Port Agents are those which look after the tramp ships, those that are
operating on a charter party rather than a liner service. Their remuneration
is always an agency fee.
The duties of an agent will vary depending upon the ship, cargo and port,
besides of course, what precisely his principal wants him to do.
Notwithstanding the same, the reason for requiring an agent will always be
to look after all the needs of the ship and her personnel while she is arriving
at, staying in and departing from the port. It would be impossible for the
principal to take care of the needs of the ship and her personnel at ports all
over the world. Hence, someone, who is akin to local conditions besides
having an establishment, has to be appointed to do the job.
The fist thing an agent must do is to identify the principal. This is very
important because the agent will spend substantial amounts and
establishing where the money is coming from has to be a priority. At this
stage you may easily say that the principal can be none other than the shipowner. This would be largely true, but what if the ships is on time charter?
This would be largely true, but what if the ship is on time charter? In such a
situation the time-charter is the principal and that is why in legal terms he is
referred to as the Disponent Owner. If you are clear on the above, it would
be right to state that the principal for whom the agent is working is the
person who pays him.
Taking the case of a time charter, where the principal is the time-charterer,
the ship-owner may want certain things to be done, such as repairs, crew
changes or manadatory certification, for which he may need help at the
foreign port. In such a situation there would be no contractual relationship
between the agent and the ship-owner. What should the agent do if he is
requested to carry out such jobs? The agent may carry out the above

mentioned jobs which do not concern the time-charterers. In case however,

the jobs which require extensive time and money, the following remedies
would be available to the agent:
a. Separate contract between ship-owner and agent with a fee spelt out
b. If there is a conflict in the job being p;erformed, the only thing, which
the agent can do, is handle the situation skillfully and clarifying his
position to both the parties.
c. In case the conflict cannot be resolved, then the agent has to revert
back to working only for his principal the time charterer, and
theowner would have no option but to appoint a separate agent.
With regard to voyage charterers, one point to be noted here is that some
charter forms contain the words vessel to be consigned to Charterers
agents or Charterers nominated agents. This means that the ship is on
a voyage charter and the agent would report to and be paid by the
shipowner, but would be nominated by the charterers. For clarity, it
would be worthwhile repeating that the agent whether nominated by
charterers or not will always is responsible to the owner or Disponent
owner. Nevertheless, when such a appointment is made, the charterer
would always want something in exchange, having nominated the agent
and got him the business. The agent who cannot handle such a situation
should ideally decline the appointment.
The question which arises from the above is as to why a Charterers
agent is required? There could be several reasons:
1) In tanker charterers, jetties cost millions of dollars and charterers want
to appoint agents who have knowledge of the trade.
2) It might sound strange, but charterers are sometimes too jealous of
their reputation to risk dealing with agents who would attract
complaints from owners.
3) To protect trade secrets, i.e. for maintaining confidentiality.
Hence in a situation like the above, there no contractual relationship,
between the charterer and the agent but the former does expect a quid
pro quo. Therefore , agent has to ensure that there is o conflict of
interestbwetween the charterer and the owner. In theory this sounds
simple. However, there are many cases when the agents keep favouring
the charterers and theowners remain a dissatisfied lot. In such a
situation the owner is left with no choice but to appoint a supervisory
agent . The supervisory agent normally charges half of the normal

agency fees and is expected to represent the owners in any dispute,

besides looking after the requirements of the vessel. Owners do not
generally like the clause of Charterers Agents, especially when they
have no means of checking the financially viability of the agent.
THEAGENTS DUTIES
The agent has to look after the needs of the ship and her personnel while
the ship is arriving at, staying in and departing from the port. In tramp
agency there is very rarely a written agreement between the principal and
agent; a fairly brief nomination is made by fax, telex or email. However,
the functions of the port agent would be similar and would essentially
comprise ofjobs related to the ship, cargo and the ships company.
A SHIP RELATED FUNCTIONS;
These functions relate with interacting with the port authorities and
arranging for a suitable berth. The dimensions of the ship vis-a-vis the
port/jetty limitations have to be borne in mind and are of particular
significance as this is an area where the agents are subjected to the
maximum number of claims.
The agents would need to know the dimensions of the ship and inform the
port authorities about the same. He would also have to arrange for pilotage,
towage (if necessary), and other flotilla craft. Further, he would also be
required to take care of the bunkering requirements of the vessel and
provide additional services towards maintenance and repairs.
CARGO RELATED FUNCTIONS;
First of all the agent has to obtain an accurate description of the cargo,
especially if the same is hazardous. Then he has to line up the place where
it has to behandled. At times he would need to get in touch with the owner
of the storage facility and also the stevedores who would need to be
provided with the manifest. He would determine the normal working hours
at the port and request for overtime operations if required after obtaining
permission of the principal.
The agents would also get in touch with the shipper/receiver and keep them
apprised. It would also be extremely important to obtain customs clearance
from the national authorities by filing the requisite manifests.
SHIPS COMPANY RELATED FUNCTIONS:

Functions with relation to the ships company would involve keeping principal
informed on the progress of the ship on day to day basis. Besides, other
functions would comprise of arranging for stores, arranging cash for the
master; organising for medical treatment for the crew, making arrangements
for crew repatriations, delivering mail, submitting disbursement accounts in
time, preparation of a Statement of Fact with complete details, reporting and
contracting an owners P&I Club in case of a mishap, cargo claims etc.

Law of Agency
The law of agency is governed by Part X of the Contracts Act 1950. An agent
is defined as a person employed to do any act for another or represent
another in dealings with third person[1]. The person for whom such act is
done, or who is so represented, is called the principal
In other words, agency is the relationship which subsists between the
principal and the agent, who has been authorized to act for him or represent
him in dealings with others
e.g. Azzizul appoints Samdan to sign the agreement on his behalf, here
Azzizul is called the principal and Samdan is his agent.
Thus in agency there are in effect two contracts:i. the first made between the principal and the agent from which the agent
derives his authority to act for and on behalf of the principal; and
ii. the second, made between the principal and the third party through the
work of the agent.
A. Who can be come an agent/principal?
Section 136 CA - Any person who is eighteen years old and above and who is
of sound mind may be a principal. As between the principal and third
persons, any person may be come an agent, but persons of unsound mind
and who are below 18 years of age are not liable towards their principal for
acts done by them as agents[2]
eg. if A employs B (a minor) to buy some goods from C on his behalf and C

supplies the goods, A cannot allege that he is not liable to pay for the goods
just because B is not at the age of majority. A is still liable to pay C for the
goods.

B. CREATION OF AGENCY
Like any other contracts, a contract of agency can be expressed or implied
for the circumstances and the conduct of the parties. In other words, the
authority of an agent may be expressed (given by words spoken or written)
or implied (inferred from things spoken or written or from the ordinary course
of dealings.)
eg. X lives in Ipoh and owns a shop in Kuantan. The shop is managed by Y
who normally orders goods from Z in Xs name for the purpose of the shop
and Y then pays for the goods out of Xs fund with Xs knowledge.
Section 138 CA provides that no consideration is necessary to create an
agency.
By express appointment by the principal
By implied appointment by the principal
by ratification by the principal
by necessity i.e. operation of law
by the doctrine of estoppel
KGN Jaya Sdn Bhd v Pan Reliance Sdn Bhd [1996] 1 MLJ 233
The Court of Appeal held that the law does not require that an agency or sub
agency agreement must be in writing.
Further more, Part X of the Contracts Act 1950, which contains the relevant
provisions on agency does not contain any requirement that the appointment
of an agent or sub agent has to be in writing or be evidence in writing.
1. BY EXPRESS APPOINTMENT
Express appointment may be in written or oral form. An example of an
express appointment made in writing is a Power of Attorney. Even a letter
written or words spoken may be effective in appointing an agent.
2. BY IMPLIED AGREEMENT
The Law can infer the creation of an agency by implication when a person by

his words or conduct holds out another person as having authority to act for
him.[3]
e.g. If he allows another person to order goods on his behalf and habitually
pays for them, an agency may be implied. In such terms he will be bound by
the contracts as if he has expressly authorised them.
Chan Yin Tee v William Jacks & Co (Malaya) Ltd [1964] MLJ 290
The appellant and Yong (a minor), were registered as partners. At a meeting
with a representative of the respondent company, the appellant held himself
out to be Yongs partner. Goods were supplied to Yong but were not paid for.
The respondent company obtained judgement against the appellant and
Yong. The appellant appeal to FC which held that since the appellant had
held Yong out of his agent who had the authority to do things on his behalf,
the appellant was liable for Yongs act.
By virtue of Section 7 of the Partnership Act 1961, partners are each others
agents when contracting in the course of the partnership business.
BY RATIFICATION
Agency by ratification can arise in any one of the following situations:i. An agent who was duly appointed has exceeded his authority or
ii. A person who has no authority to act for the principal has acted as if he
has the authority.
Section 149 CA 1950
Where acts are done by one person on behalf of another but without his
knowledge or authority, he may elect to ratify or to disown the acts. If he
ratifies them, the same effect will follow as if they had been performed by his
authority.
When the principal accepts and confirms such a contract, the acceptance is
called ratification. ratification may be expressed or implied[4]
Ratification is retrospective i.e. it dates back to the time when the original
contract was made by the agent and not from the date of the principals
ratification.
e.g. On 2 January 1996, A appointed B as his agent to buy a car not
exceeding RM100,000/-. On 5 January B went to GRG Motors and ordered a
car costing RM135,000/-, telling GRG Motors salesman that he was buying

the car on As behalf. On 12 January, GRG Motors deliver the car to A. If A

confirms and adopts the contract on 12 January, then B is said to be an agent
through ratification. A can also rejects the contract since B had exceeded his
authority.
Contract can be ratified under the following circumstances:The act must be authorised
The agent must, at the time of the contract, expressly act as an agent for the
principal[5]i.e. he must not allow the third party to think that he is the
principal.
Keighley Maxted & Co v Durant
An agent, R was authorised by the appellants to buy wheat at a certain price.
The agent exceeded his authority and bought at a higher price in his own
name but intending it for Keighley. Keighley agreed to take the wheat at that
price but failed to take delivery. The court held that Keighley was liable to the
Durant since R at the time of the contract did not profess to act as an agent.
SRM Meyappa Chettiar v Lim Lian Koo [1954] 20 MLJ 246
PC, the attorney of SC, entered into an agreement with the respondent under
which the PC handed over to the respondent a piece of land belonging to his
principal in consideration of RM 7,000/- and agreed upon the return of
normal conditions, the vendor shall obtain a special power of attorney from
the said SC now in India and execute the true and lawful transfer of the said
land at the purchasers own expenses. He further agreed that if he was
unable to obtain the necessary power from his principal the RM7,000/- will be
return to the respondent. At the trial, the learned judge held that the
agreement had been satisfied by SC and therefore dismissed a claim for
recovery of possession of the land. The Court of Appeal held that the terms
of the agreement showed that PC was acting in his personal capacity and
therefore the principal of ratification could not apply to the agreement
The principal only applies where the agent has professed to contract for his
principal who afterwards ratifies.
The doctrine is thus stated by Tindal C.J in Wilson v Tumman [1843] 6 M&C
242 at page 242
The act done for another, by a person, not assuming to act for himself, but
for such other person, tough without any precedent authority whatever,
becomes the act of the principal, if subsequently ratified by him, is the
known and well established rule of law. In that case the principal is bound by
the act, whether it be for his detriment or his advantage, and whether it to

be founded on a tort or on a contract, to the same effects as by, and with all
the consequences which follow from the same act done by his previous
authority.
The agent must have a principal, who is in actual existence or capable of
being ascertained, when a contract is made. No one can ratify a contract if
he is not a party competent to a contract at the date of the contract.

Kelner v Baxter [1866] LRE 2 CP 174

A contract to buy a hotel made by an agent on behalf of the company which
is about to be formed, could not be ratified by the company since it did not
exist at the time. The agent therefore held for the contract unless the third
party agreed to release him.
The principal must have contractual capacity at the time when the contract
is being made and at the time of ratification.
The principal must at the time of ratification, have full knowledge of all
material facts, unless it can be shown that he intended to ratify the contract
whatever the facts may be and assume responsibility from them[6]
The principal must ratify the whole act or contract
The ratification must not injure the third party, i.e. it must not subject the
third party to damages or terminated his right or interest[7]
BY NECESSITY
An agency by necessity may be created if the following three conditions are
met:1. It is impossible for the agent to get the principals instruction[8]
2. The agents action is necessary, in the circumstances, in order to prevent
loss to the principal with respect to the interest committed to his charge e.g.
when an agent sells perishable goods belonging to his principal to prevent
from rotting.
3. The agent of necessity must have acted in good faith.
In an emergency an agent has authority to do all such acts for the purpose of
protecting his principal from loss as would be done by a person of ordinary
prudence, his own case, under similar circumstances[9]
BY ESTOPPEL
A person cannot be bound by a contract made on his behalf without his

authority. However, if he by his words and conduct allows a third party to

believe that the particular person is his agent even when he is not, and the
third party relies on it to the detriment of the third party, he will be estopped
or precluded from denying the existence of that persons authority to act on
his behalf.
C. Agency in Relation to Banking
The law of agency is relevant to bankers because the relation between a
banker and a customer is based on agency. Furthermore, bank employees
are agents of the bank.
D. Bank as Agent of Customers
The relationship between a banker and his customers are generally that of a
debtor and a creditor or vice versa.
Foley v Hill [1848] 9 ER 1002
When a banker receives money from his customers as deposit, the banker is
a debtor and his customers are creditors. On the other hand, where a banker
advances money as a loan or other credit, or extends banking facilities to his
customer, the bank is the creditor and the customer is the debtor.
When a customer hires a safe deposit box in which he keeps his valuables,
the bank is the customers agent.
E. Bank Employees as Agent for the Bank
Within a bank, employees of the bank are agents for the bank. Thus
employees who are so authorised may act on behalf of the bank. The bank,
as employer, is vicariously liable for the torts committed by its employees in
the course of business.
F. Duties of Principal and Agent
The rights and duties of the principal and agent depend on the express or
implied terms of the contract of agency. Where there is no such contract of
agency, the rights and duties of an agent to his principal and vice versa are
laid down in Section 164 176 of the Contracts Act 1950
a) Section 164 Agents duty in conducting principals business
b) Section 165 Skills and diligence required from the agent
c) Section 166 - Agents account

d) Section 167 Agents duty to communicate with the principal

e) Section 168 Right of principal when agent deals, on his own account, in
business of agency without the principal
f) Section 169 Principals right to benefit gained by agent dealing on his
own account in business of agency
g) Section 170 Agents right to retainer out of sums received on principals
account
h) Section 171 Agents duty to pay sums received for the principal
Mahesan v Malaysian Government Officers Co Operative Housing Society Ltd
[1978] 1 MLJ 149
The appellant who was a director and secretary of the respondent co
operative society bought land at the price of RM 944,000 on behalf of the
respondent. The appellant knew that the vendor had earlier paid RM 456,000
for it but did not inform the respondent accordingly. It turned out that the
appellant had received RM 122,000 as a bribe or secret profit from the
vendor.
held: The respondent could recover either the bribe or the amount of the
actual loss suffered by it as a result of entering into the contract.
i.Section 172 When agents remuneration becomes due.
j.Section 173 Agent not entitled to remuneration for business misconduct.
k. Section 174 - Agents lien on principals property.
l. Section 175 Agent to be indemnified against consequences of lawful acts.
m. Section 176 Agent to be indemnified against consequences of acts done
in good faith.
G. DUTY OF PRINCIPAL TO AGENT
The duties of principal to agent is provided under section 175 178
Section 175
Section 176
good faith
Section 177
Section 178
negligent.

agent to be indemnified against consequences of lawful acts

- agent to be indemnified against consequences of acts done in
non liability of employer of agent to do criminal act
compensation to agent for injury caused by principals

H. THE AUTHORITY OF AN AGENT

An agents authority may be actual or apparent. Actual authority is
authorised expressly given by the principal (orally or written) or implied from
the express authority given, from the circumstances of the case, custom or
usage of trade, and the conduct of parties.

I. TERMINATION OF AGENCY
Section 154 163 of Contract Act 1950 deal with the manner which an agent
may be terminated.

J. TERMINATION BY THE ACT OF THIRD PARTY.

When both parties agree that the agency shall terminate, the agency is
terminated. The principal may revoke the authority of the agent at any time
before it has been exercised to bind the principal.
When the agency is for an indefinite period of time, the agent can terminate
the agency by giving reasonable notice of termination to the principal Section 159.
K. TERMINATION BY OPERATION OF LAW
An agency may be revoked by operation of law in any of the following
circumstances.:i. When the contract of agency has been performed
ii. Upon the expiry of the period fixed in the contract
iii. Death of the principal or agent
iv. When the principal or agent become insane
v. When the principal or agent become insolvent
vi. Upon the happening of a event which renders the agency unlawful.
[1] Section 135
[2] Section 137
[3] Section 140 and the illustrations.
[4] Section 150 Ratification may be expressed or implied in the conduct of
the person on whose behalf the acts are done.
[5]
[6]
[7]
[8]
[9]

Section
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149
151
153
142
142

CA 1950
Contract
Contract
Contract
Contract

Act
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1950
1950
1950
1950